Orlando for Work

[snarlingcoyote]

This is not strictly budget related, although it sort of is. But I trust the budget boarder's opinions, so here goes.

We are going to WDW and staying in our DVC in October.

I can also travel to Orlando for work this year. My boss has my airfare, rental car, hotel room etc. budgeted and would approve my making reservations at a value through Disney's reservation system outside of our approved travel company for 3 nights.

So, I could go by myself, fly in, do my work and use my AP for an evening at a park sometime in November/December.

Or, I could charge for mileage not to exceed what airfare would've cost me, and after we do Disney in October, move myself and DH from our DVC to either a value or a mod or a different hotel (kind of thinking of staying near Universal) for a couple of nights and then drive back.

What would you do? Get a separate trip in (on work) and stay on Disney property for a couple of days and have a nice, happy leisurely evening in your favorite park or piggyback work onto your vacation and pocket the driving money? (Gas is paid for - we will use DH's company car, for which we have already paid to use for personal reasons.) Just happened to think that one day travel down and one day travel up would be covered under this method as well. . .

DH might be able to come on the separate trip or might not - it would depend upon his work, although he certainly would have the vacation time, and we've got the miles to fly him there for free.

So I could have two trips to Disney, one for free (but only one or two evenings in the park) OR I could make my planned trip to Disney much cheaper.

What would you do?

 

[crisi]

I'd keep the work trip separate, combining them may mean your company cannot deduct the expenses for the work trip, which could get you and your boss fired if you work for someone else and could cost him money for being a "nice guy" if he owns the company when his accountant explains.

 

[jls886]

I'd piggyback. I traveled for work for almost 3 years and loved my ability to do things like that. And it sounds like it would essentially be kept separate. You would charge work for your mileage there and back (not to exceed the cost of you flying)...you would need to travel there and back for work regardless so how you get there doesn't matter as long as your boss approves you driving. You vacation at your DVC and charge nothing to work. Then you move to a separate hotel with a completely separate invoice for the two nights you need to be there for work and charge that for work. I would do exactly that and enjoy the deal you just got on your trip!

 

[teCh0010]

I'd keep the work trip separate, combining them may mean your company cannot deduct the expenses for the work trip, which could get you and your boss fired if you work for someone else and could cost him money for being a "nice guy" if he owns the company when his accountant explains.

Generally most T&E policies for large corporations allow this, but there has to be a "clear separation" between the work portion of the trip and the personal portion of the trip and the cost to the company can't exceed what it would on it's own.

I would assume that the T&E policies of large corporations are driven by GAAP and the tax code.

 

[crisi]

Generally most T&E policies for large corporations allow this, but there has to be a "clear separation" between the work portion of the trip and the personal portion of the trip and the cost to the company can't exceed what it would on it's own.

I would assume that the T&E policies of large corporations are driven by GAAP and the tax code.

It has to do with how much time you spend on vacation vs. how much is spent on the trip on whether it can be written off or not. Adding on a weekend to a business trip of five days isn't a big deal. Flying down for a few meetings for two days and having five days of vacation is.

Which is why most T&E policies have pretty strict rules around how much time you can and can't add.

 

[NotUrsula]

It has to do with how much time you spend on vacation vs. how much is spent on the trip on whether it can be written off or not. Adding on a weekend to a business trip of five days isn't a big deal. Flying down for a few meetings for two days and having five days of vacation is.

Which is why most T&E policies have pretty strict rules around how much time you can and can't add.

IME, transit to and from a location for the employee can always be classed as an expense as long as you have a business purpose to travel there, and it doesn't matter how long you stayed, because you still had to come back.

Every place that I have worked has strictly segregated all of the other expenses, however. If the full day's activities are not work-related, then no counting the meals and lodging for that portion.

 

[ariel71]

IME, transit to and from a location for the employee can always be classed as an expense as long as you have a business purpose to travel there, and it doesn't matter how long you stayed, because you still had to come back.

Absolutely not true. The trip needs to be solely or primarily for business purposes. If the trip is primarily for personal reasons (which option 2 clearly is, since it's a planned vacation), you can't deduct the transportation costs even if business meetings do occur. I don't understand why the employer would pay mileage in option 2 anyway, but if they do, it's taxable to OP.

 

[snarlingcoyote]

Thanks, all good things to think through.

I still have no idea what I'll do, but I'm leaning towards taking a second trip to Orlando in November/early December.

Then we're going again in February with family and again next September!

I will be one of those 4 trips a year people.

 

[snarlingcoyote]

Well I'm going in late spring! I'm going to get to spend an evening at Hogsmeade.

 

[OrangeCountyCommuter]

For the company the expenses related to the business trip would not be an issue. If they then paid for her extra days at Disney etc.. then it's an issue but as long as she only turns in expenses etc for the days she actually works 8 hours and the normal travel in compliance with their policies and procedures.

As for the tax advice on here.. it's worth what you pay for it and I think some of it's a little questionable. The "percentage" rule being thrown out is a little strange based on my experience in dealing with travel expenses and working with auditors but.. LOL! I think some people are using rules that may not apply without a LOT more knowledge about the OPs company/business etc. That's why "tax advice" on the net is 'free' LOL!